Personal Assistant to Associate Director of Operations, Rehab Care Hub

Personal Assistant to Associate Director of Operations, Rehab Care Hub

NHS AfC: Band 4

Contract 6 months (fixed term)

Hours: Full time - 37.5 hours per week (Mon Fri)

Site: Healthfield House, Town Stockport

Salary: £28,392 £31,157 per annum (pro rata)

Job reference: 311-F864-25-C

Closing date: 10/07/:00

Overview

The post-holder will provide comprehensive personal assistant support to the Associate Director of Operations. They will plan their workload flexibly and use initiative to meet priorities and requirements. The role is fast paced, requiring excellent administration and communication skills, and involves handling sensitive information with discretion.

Main duties of the job

Management and Communication

• Manage the AD's workload, ensuring urgent and sensitive issues are dealt with timely.
• Handle queries and information requests.
• Act as main point of contact for internal and external contacts.
• Communicate complex or sensitive information internally and externally.
• Liaise with the AD on priorities, adjusting diary and workload accordingly.
• Ensure documents and actions for meetings are prepared on time.
• Maintain an efficient system to track responses and queries.

Communication Management

• Deal with all communications in a timely manner.
• Monitor emails daily, flag tasks to the AD, and archive messages.
• Bring urgent matters to the AD's attention.

Diary Management

• Manage the AD's diary efficiently and effectively.
• Arrange internal and external meetings, conferences, seminars and training courses.
• Book travel, accommodation, rooms and catering.
• Ensure cover arrangements are in place during the AD's absence.

Administration

• Prepare draft agendas, collate information, distribute paperwork, track actions and take minutes.
• Prepare presentations, reports and briefing papers in various formats.
• Organise and maintain efficient electronic filing systems in accordance with Trust policy.
• Order stock and non stock items as required.
• Undertake training in new technology and participate in personal development to implement new skills and systems.
• Perform routine tasks for senior management team members as requested.

Person specification Education / Qualifications

• RSA 2 or equivalent typing skills.
• NVQ 3 in business administration or equivalent training or experience.
• Shorthand.

Experience

• Previous experience in a senior administrative position.
• Experience producing high-quality documents within corporate identity standards.
• Competence in minute taking.
• Knowledge of working within a large complex organisation.

Knowledge

• Sound knowledge of word processing packages including Word, Excel, PowerPoint, Outlook.
• Awareness of the structure of the NHS.

Skills and Abilities

• Excellent communication skills to maintain effective relationships with managers and staff.
• Ability to construct memos and letters from notes, spoken information and digital dictation.
• Advanced keyboard skills.
• High level of oral, written and presentation skills when dealing with external agencies and Trust staff at all levels.
• Ability to improve operational effectiveness by using own initiative to meet departmental needs.
• Planning and organisational skills to prioritise and manage workload without direct supervision, meeting tight deadlines while maintaining accuracy.
• Assertive, reliable, focused with a commitment to personal and professional development.
• Flexibility and adaptability.
• Ability to maintain utmost confidentiality.
• Ability to deal effectively with service users with respect and dignity at all times.
• Ability to work under pressure while paying attention to detail.
• Ability to work independently and as part of a team.
• Professional attitude.

We are committed to equality, diversity, and inclusion (EDI) and encourage applications from individuals of diverse backgrounds.